How to create an intelligent document processing (IDP) workflow (+ build it in Moxo)

At a glance

Building an IDP-enabled document workflow connects capture, validation, and approvals into one seamless process.

AI extracts and checks data, while humans verify flagged exceptions. Templates and automations accelerate setup and standardization.

Moxo lets teams design, test, and deploy intelligent workflows with full auditability.

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The pitfalls of outdated document workflows

Document workflows have outgrown static storage systems. Business leaders now face pressure from clients and regulators to prove compliance, accelerate approvals, and reduce manual errors. Relying on email attachments or legacy tools is risky; documents go missing, approvals stall, and audits become stressful.

This is why organizations are turning to IDP-enabled workflows. Intelligent Document Processing powered by AI extracts, validates, and routes documents with precision. But to see real results, IDP must be embedded into an end-to-end workflow platform. That’s where Moxo’s Flow Builder comes in, providing a step-by-step way to digitize intake, validation, approvals, and reporting.

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The urgency of smarter workflows

In regulated and client-driven industries, manual document processing leaves too much at risk: delayed approvals, missed compliance checks, and costly errors. Firms that cling to email and folders often find themselves in reactive mode during audits or client escalations.

Decision-makers now recognize the opportunity. Intelligent Document Processing (IDP) powered by AI not only automates extraction and validation but also orchestrates the entire workflow. The real question is not if you need IDPit’s how quickly you can implement it without breaking your existing systems.

Moxo’s Flow Builder gives you that path: a configurable, IDP-enabled workflow engine that connects intake, validation, approvals, and reporting in one place.

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Create a new flow (choose a template)

The first step is setting up a new flow. Inside Moxo’s Flow Builder, you can: Start from scratch, or Select from industry-specific templates (e.g., contract approvals, client onboarding, compliance checks).

Case in point: A consulting firm selected Moxo’s Contract Review Template. Within minutes, they had intake steps, approval routing, and reporting pre-wired, cutting weeks off what would have been a custom build.

Templates serve as accelerators, not constraints. Every step can be customized for your business logic.

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Add file requests & AI checks

Documents don’t arrive perfectly. Missing fields, wrong formats, or incomplete submissions slow down everything. With Moxo, you can:

• Configure file request steps so clients or staff can submit through secure portals.
  
• Use AI Review Agents to check completeness, extract metadata, and flag inconsistencies.
  
• Trigger exceptions when something fails validation so humans intervene only where necessary.
  

G2 review spotlight: One user noted, “Moxo makes client document collection seamless we no longer chase missing files. The AI checks catch issues before they hit our desks.”

This reduces administrative overhead while ensuring compliance rules are enforced automatically.

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Add approvals & eSign

Approvals are where workflows typically stall. Moxo embeds approvals directly into the flow:

• Sequential or parallel approvals, depending on business need.
  
• Built-in eSign to capture legally binding signatures.
  
• Version control and audit logs for every decision.
  

Imagine a financial services firm routing loan documents. Instead of juggling PDFs across departments, the approval flow automatically routes by risk level, collects signatures, and locks the document with an audit trail.

The result? Approvals are faster, signatures are reliable, and compliance isn’t left to chance.

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Automations & integrations

Workflows don’t exist in isolation. Moxo lets you connect actions to external systems:

• Auto-export approved documents to cloud storage or CRMs.
  
• Trigger notifications in collaboration tools like Slack or Teams.
  
• Launch downstream processes, like billing or project creation, once an approval step completes.
  

Mini-case: An accounting firm integrated Moxo with its ERP. As soon as vendor invoices cleared Moxo’s approval flow, payment runs were triggered automatically. This reduced delays and improved vendor trust.

Automations ensure your workflow is not only efficient but also tightly connected to business outcomes.

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Magic links & notifications

External stakeholders often slow projects because they lack access to internal systems. Moxo solves this with Magic Links:

• Share documents securely with clients, vendors, or regulators without requiring logins.
  
• Grant time-bound or role-based access, tracked in the audit log.
  
• Combine with notifications so reviewers are reminded before deadlines.
  

This frictionless access keeps projects moving. For example, a law firm reduced turnaround by giving outside counsel secure review access without creating dozens of temporary accounts.

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Track KPIs in management reporting

Once your workflow is live, reporting closes the loop:

• Dashboards show turnaround times, bottlenecks, and SLA adherence.
  
• Drill-downs identify which steps or stakeholders slow the process.
  
• Audit-ready logs export with one click for regulators or clients.
  

A healthcare provider used reporting to spot that physician approvals were a recurring bottleneck. With data in hand, they adjusted routing rules and cut cycle times significantly.

With Moxo, reporting isn’t just about oversight’s about continuous improvement.

Quick reference: Building an IDP workflow in Moxo

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Why Moxo for IDP-enabled workflows

Many organizations rely on piecemeal solutions—one platform for eSignatures, another for document storage, and yet another for automation. This fragmented approach creates silos, increases costs, and slows down workflows. Moxo eliminates these inefficiencies by consolidating every step of the IDP-enabled workflow into a single, cohesive platform.

With Moxo, businesses benefit from AI-powered checks combined with human-in-the-loop review, ensuring accuracy without sacrificing accountability. Approvals and eSignatures are handled seamlessly, allowing both internal approvers and external stakeholders to participate within the same flow. At the same time, compliance is built in through audit logs, retention policies, and enterprise-grade security, reducing the risks associated with manual handling or disjointed systems.

Industry reviews highlight Moxo’s strength as a “client interaction hub”bringing together workflows, communication, and approvals in one place.

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Take the first step

If your organization is decision-ready, building an IDP-enabled workflow in Moxo is the fastest way to modernize document processes without introducing fragmentation. From intake to reporting, you get a secure, auditable, and client-friendly experience.

By consolidating file requests, AI validation, approvals, automations, and reporting into one flow, Moxo eliminates manual inefficiencies and provides peace of mind in regulated environments.

Book a demo with Moxo today to see how quickly your team can build and launch an IDP-enabled workflow tailored to your needs. Our specialists can walk you through templates, ROI scenarios, and integrations for your environment.

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FAQs

How quickly can we implement an IDP workflow in Moxo?

Most organizations can go live in weeks, not months, using Moxo’s templates. Customizations may extend the timeline, but teams often see immediate value.

Does Moxo’s IDP handle compliance requirements?

Yes. Moxo provides audit trails, version control, encryption, and configurable retention policies. This ensures workflows align with regulations in finance, healthcare, and legal industries.

Can external stakeholders approve or sign documents without accounts?

Absolutely. Moxo’s Magic Links allow external clients, vendors, or regulators to securely review and sign documents without provisioning new accounts.

What integrations are available?

Moxo connects with cloud storage, CRMs, ERPs, and messaging platforms. Automations ensure documents flow into the systems you already use.

How does Moxo compare to point solutions?

Unlike standalone tools for eSign or storage, Moxo provides an end-to-end flow covering intake, validation, approvals, signatures, and reporting in one platform. This reduces complexity and improves ROI.

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